Executive Assistant & Special Events Coordinator
About The Position
The Executive Assistant & Special Events Coordinator provides high-level administrative and operational support to the Executive Team while leading the planning and execution of key organizational events and convenings. This role functions as a strategic partner to leadership supporting daily operations, advancing organizational priorities, and ensuring events are executed with excellence and alignment to ACLU-AL’s mission. The position is intentionally structured with a 70/30 focus: 70% Executive & Operations Administrative Support and 30% Special Events & Convenings. This role is ideal for a highly organized, proactive professional who thrives at the intersection of leadership support, project management, and event execution.
Requirements
- Experience providing executive-level administrative support in a fast-paced environment
- Demonstrated experience planning and managing events or complex projects
- Strong organizational and time-management skills with exceptional attention to detail
- Excellent written and verbal communication skills
- Ability to manage confidential information with discretion
- Proficiency with calendars, document management systems, spreadsheets, project/task management tools, and virtual meeting platforms
- Ability to anticipate needs, problem-solve proactively, and adapt in a dynamic environment
- Commitment to equity, justice, and the mission of the ACLU
Nice To Haves
- Experience with Outlook, Microsoft Teams, Zoom, and Asana
Responsibilities
- Provide direct administrative support to the Executive Team, including calendar management, scheduling, meeting coordination, travel logistics, and expense tracking.
- Serve as a key point of coordination between leadership, staff, board members, and external partners.
- Track action items, deadlines, and follow-ups across leadership priorities to ensure accountability and follow-through.
- Prepare agendas, briefing materials, presentations, and follow-up notes for leadership, board, and cross-departmental meetings.
- Assist with drafting, organizing, and distributing internal and external communications on behalf of leadership, as needed.
- Coordinate logistics and materials for board-related meetings in partnership with the Chief of Staff.
- Support the Chief of Staff and the rest of the Executive Team with administrative coordination related to organizational systems, processes, and internal initiatives.
- Maintain organized digital and physical filing systems for leadership documents, contracts, and key operational materials.
- Assist with confidential and sensitive communications, personnel-related documentation, and leadership workflows with professionalism and discretion.
- Lead planning and execution for ACLU-AL events, including staff retreats, board meetings, community convenings, trainings, service days, and special initiatives.
- Develop detailed event timelines, run-of-show documents, budgets, and staffing plans.
- Coordinate logistics such as venue selection, room blocks, catering, A/V, transportation, accessibility needs, and on-site support.
- Serve as the primary liaison with hotels, venues, vendors, and external partners.
- Support contract coordination and vendor agreements in collaboration with the Chief Financial Officer, Chief of Staff, and other internal stakeholders as appropriate.
- Track vendor deliverables, invoices, and timelines to ensure smooth execution.
- Collaborate with internal teams to align on event goals, messaging, registration, materials, and staffing.
- Support participant and volunteer coordination, including registration tracking and event communications.
- Lead post-event debriefs and feedback collection to inform improvements for future events.
Benefits
- Salary is between $50,000 - $60,000, depending on experience.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
